Introduction, Space Standards, and Space Assignment

Introduction
As demands for space at UAF continue to rise while becoming increasingly difficult to meet, a comprehensive set of guidelines and procedures for space management is invaluable. Making determinations regarding the allocation of space should be neither arbitrary nor capricious, thus the need for well defined parameters to govern these difficult decisions. In order to provide space that meets the teaching, research and service mission of the institution, UAF must ensure that university space is used in a manner that is consistent with a well-defined set of guidelines.

UAF supports the practice of de-centralized space management, in the belief that individual units can best manage their day-to-day space needs. However, assignment of space is neither permanent nor does it confer ownership of space. Reassignment of space and/or buildings may be necessary at any given time in order to better serve the overall university mission. Senior level administration, in consultation with the affected units, can re-allocate space to meet programmatic, fiscal or other needs.

The university is also committed to establishing functional adjacencies for units whenever practical and feasible. Specific examples include engineering programs housed in the Duckering Building and rural and Alaska Native programs in the Brooks Building. Maximizing use of space is also a goal, with shared use and multipurpose rooms becoming increasingly common.
Conversely, dedicated spaces are being evaluated and, where appropriate, phased out.

Administrative responsibility for space management is housed under the Office of the Provost, assigned specifically to the Campus and Space Planning Office (CASP). In addition to maintaining the facility database, the unit is responsible for long range space planning, prioritizing and responding to space requests, temporary space assignments related to building projects, monitoring space use, campus master planning, and related tasks. CASP is not responsible for academic and non-academic scheduling. The Registrar’s Office and the Wood Center Scheduling Office carry out this function, respectively.

Good stewardship of UAF space is the responsibility of every individual and unit that uses this valuable resource. All faculty, staff and students must abide by current fire and building codes. Inappropriate or non-compliant use of space can result in closure of specific areas and/or space re-assignment.

Space Standards
The University of Alaska has adopted space standards that are part of Board of Regents policies and regulations. These standards are based on nationwide standards that were developed in the 1970’s. The standards are used primarily by UA to calculate indirect costs and for reporting space utilization to the State of Alaska. Space standards are intended to serve as a guideline for determining current and future utilization. However, given the wide variations in building design on campus, it is impossible to impose a one-size-fits-all standard. The standards are currently being reviewed, and it is anticipated that revised standards will be available in late spring of 2003.

Space standards provide a purely quantitative measurement used to determinate space allocations. Using space standards alone to determine functional adequacy of space is inappropriate. Functional adequacy must be determined through qualitative analysis that involves both the current condition of the space, the appropriateness of the function to the available space, and the assigned user’s requirements.

Space Assignment at UAF
Virtually all space on campus is assigned to individual units, with the exception of areas under construction. All common, non-assigned space is overseen by Facilities Services (corridors, lavatories, shaft space, stairways, etc.). Space assignments are based on a number of factors, including but not limited to: programmatic requirements and special functions; faculty, staff and student headcount; funded research projects; and adjacencies to units with similar functions.

Individual units are expected to utilize their assigned space effectively and efficiently, adhering to the basic guidelines as set forth in this document. Assignments and reassignments within designated space are the purview of each unit. However, periodic space audits (in addition to the Functional Use Survey) may be carried out by CASP to ensure that guidelines are being followed. Any physical modifications to assigned space must go through the Facilities Services Facility Modification process and be approved by all necessary parties prior to any work being conducted. This includes approval by both the UAF Fire Marshal and the Director of Campus and Space Planning.

All units with assigned space are required to complete the Functional Use Survey that is conducted by UA Statewide on a biennial basis. This survey involves completing all information related to the unit’s assigned space, including use and classifications of the space, occupant, fiscal code assigned to the user(s), functional use percentages, and any changes related to the categories since the last survey.

Long range space planning must be carried out in accordance with the goals of the Strategic, Academic and Campus Master Plans. Major changes in space allocation or configuration, such as closing a building, new construction, or programmatic focus of a building’s users, require review and comment by the appropriate school or college dean/directors, senior administration and the Master Planning Committee (see the UAF Campus Master Plan for “Trends and Issues in Space Planning” www.uaf.edu/mastplan/).